Workflow
Supplier invoice to actual job cost
A supplier bill arrives. BayAutomate reads it, matches each line to the purchase order and what was received, and updates the real cost on the job. Exceptions such as price changes, extra freight or possible duplicates wait for approval. Nothing posts silently.
Early access: BayAutomate is onboarding Australian workshops now. Anything marked Coming soon or Planned isn't available yet. Everything else is included on every plan.
Step by step
- Upload or forward the bill.
- Supplier, number, lines and GST are read and checked for duplicates.
- Lines are matched to the PO and the receipt.
- Matched costs update FIFO layers and the job's actual cost.
- Exceptions go to a review queue with the reason shown.
Status of what's on this page
| Capability | Status |
|---|---|
| Supplier invoice automation Bills and credit notes read by AI, matched to purchase orders and deliveries, duplicates blocked, price changes held. Review, automatic-draft or autopilot mode. | Included |
| Actual job costing and profit Quoted vs committed vs actual cost per job, using real receipt costs and each technician's loaded labour rate. | Included |
| Xero sync Queued, retry-safe posting of invoices and payments is built and tested against the Xero sandbox. Not yet connected to live Xero files. | Coming soon |
Checked 8 November 2026.
Questions
Is this live?
Built into the early-access release. Every capture can be reviewed before posting.
What if freight is added?
Unexpected lines such as freight are held as an exception for you to approve and allocate.